Delegation: Steps in the Process

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Mistakes to Delegation

  • Dumping the task with little explanation or support
  • Delegating only trivial or unwanted tasks
  • Delegating, not supporting, then taking the task back when the employee gets stuck
  • Delegating and then micromanaging the employee
  • Failing to recognize success, failing to encourage effort

1. Prepare to Delegate

Analyze the Task

  • Does it really need to be done? Can it be reduced or eliminated altogether? (Beware busy work, outdated processes/requirements, work that does not support current goals and priorities)
  • Why does it need to be done? – connect to big picture o When is it due?
  • What is the budget? Resources available?
  • What is the goal/desired outcome/deliverable?

Select Delegatee

  • What knowledge and skills are required?
  • What attitude and motivation are required?
  • Who has them?
  • Does the person need training or other support?
  • What do you think might be their Development Level for the task?

2. Assign the Task

  • Explain the goal of the task and its importance to the big picture
  • Why you picked them
  • Specific deliverables and deadlines
  • Milestones and appropriate progress tracking schedule for longer tasks
  • Step-by-step actions to complete the task (for newbies)
  • Training and resources available to support the task
  • How it will affect workload/priorities
  • Any potential obstacles or risks
  • Transfer appropriate amount of authority and make level of authority explicit
  • Benefits of success, consequences of failure
  • Let them ask questions
  • Check understanding of task
  • Discuss and agree on Development Level for task, and the level of direction and support you will provide during implementation

3. Support Implementation

  • Stay involved as appropriate for the delegatee’s development level
  • Inform key people about the delegatee’s responsibility and level of authority for the task
  • Progress check-ins as appropriate
  • Catch problems early, coach them back on track
  • Turn mistakes into learning
  • Accept responsibility for mistakes/failure
  • Public praise and thanks to delegatee for success (Remember, SPECIFIC and IMPACT)
  • They’ll be happy to do more

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